STAFF HANDBOOK Shepherd University Human Resources Office 120 North Princess Street P.O. Box 5000 Shepherdstown, WV

STAFF HANDBOOK Shepherd University Human Resources Office 120 North Princess Street P.O. Box 5000 Shepherdstown, WV 25443-5000 304/876-5299 FAX: 304/876-5197 www.shepherd.edu/hr/ Revised 2017

TABLE OF CONTENTS Introduction............................................................................... Shepherd University Mission, Vision and Core Values........................................ Classification and Compensation.......................................................... Work Schedules........................................................................... Leave..................................................................................... Employment Related Laws and Policies.................................................... Workplace Standards...................................................................... Closings................................................................................. Holidays................................................................................... Benefits.................................................................................... Payroll..................................................................................... Grievance Procedure....................................................................... Performance Management................................................................. Disciplinary Action......................................................................... Separation from Employment.............................................................. On-the-Job Injuries......................................................................... Staff Development and Training............................................................ Additional Programs and Privileges......................................................... Support/Resources......................................................................... Miscellaneous Employment Related Issues.................................................. 1 2 3 6 9 24 30 31 32 34 36 37 38 40 42 43 45 47 48 49

INTRODUCTION The Shepherd University Staff Handbook includes information related to the employment of fulltime and part-time Classified and Non-Classified employees. Some provisions herein do apply to some non-instructional faculty. For additional and complete information related to faculty, please consult the University s Faculty Handbook. The Staff Handbook is not a comprehensive manual of all policies and procedures, but is intended to answer many basic questions and to direct readers to additional sources of information. It is the responsibility of every employee to be familiar with the current Shepherd University Staff Handbook and to comply with the guidelines contained therein. Policies and procedures will change from time to time to accommodate changes in circumstances and applicable law. At any given time, existing policy and law will prevail over inadvertent errors or outdated material in the Staff Handbook. This version of the Staff Handbook replaces all previous versions. Old versions of the Staff Handbook should be discarded. The Staff Handbook is posted on the Shepherd University website and may be printed. Paper copies of it are available in the Human Resources Office upon request. The Human Resources website is an excellent source of information about employment issues and resources. (www.shepherd.edu/hr/) 1

SHEPHERD UNIVERSITY MISSION, VISION, AND CORE VALUES Mission Statement Shepherd University, a West Virginia public liberal arts university, is a diverse community of learners and a gateway to the world of opportunities and ideas. We are the regional center for academic, cultural, and economic opportunity. Our mission of service succeeds because we are dedicated to our core values: learning, engagement, integrity, accessibility, and community. Vision Statement Shepherd: A Premier Public Liberal Arts University We will be a nationally respected community of learners where passion, purpose, and experience unite to inspire individuals to shape the world. Core Values Committed to excellence, Shepherd University embraces the following five core values: Learning Shepherd University creates a community of learners who integrate teaching, scholarship, and learning into their lives. In order to create challenging, relevant experiences, inside and outside of the classroom, the University continually evaluates and assesses student learning. We recognize and accommodate diverse learning styles and perspectives necessary for global understanding. Engagement Shepherd University fosters environments in which students, faculty, staff, and members of the community engage with each other to form mutually beneficial relationships. We believe that meaningful engagement, with ideas and with people, promotes deep learning and nurtures critical thought. Integrity Shepherd University strives for an environment of honesty and fairness in its actions. University officials seek input from students, faculty, and staff and make informed and objective decisions. We expect all members of the community to act in accordance with this value. Accessibility Shepherd University provides services to all qualified students. Our staff and faculty are available to students and are committed to respecting and meeting individual needs. University governance and budgeting structures reflect our commitment to transparent processes and public access to information. Community Shepherd University comprises a community that includes students, faculty, staff, alumni, and involved citizens. We meet the needs of this community through assessment, development, and implementation of innovative programs and initiatives. We strive to create a safe environment based on mutual respect and acceptance of differences. 2

CLASSIFICATION AND COMPENSATION Shepherd University is under the West Virginia Higher Education Policy Commission s system of personnel classification and compensation, which governs classification and compensation for Classified employees. (See West Virginia Code 18B-9-1 for more information.) The classification and compensation system includes salary policies for Classified positions. Length of service as a full-time regular employee with the State of West Virginia shall be credited toward initial placement on the salary schedule for Classified employees. As of January 2017 the compensation system is in a transitional phase. In some cases, other relevant work experience may be considered for placement on the salary schedule. For updated information on the statewide compensation rules, please consult with the Human Resources staff. Employment Status Non-Classified A position that (a) carries responsibility for policy formation at the department institutional level, (b) reports directly to the President of the institution, or (c) is designated Non-Classified by action of the Board of Governors. Non-Classified positions are not subject to the State classification system. Non-Classified employees are will and pleasure. Classified A position which is covered by the provisions of the State higher education classification program. Full-Time Regular A staff position created to last a minimum of nine months of a 12-month period and in which the employee is expected to work no fewer than 1,040 hours during this period. The full-time equivalent (FTE) of such a position must be reported at no less than.53 FTE. An employee in this status is eligible for all applicable benefits, subject to the qualifying conditions of each benefit. Benefits will be pro-rated, where applicable, for positions of less than 1.0 FTE. For example, leave accrual would be pro-rated. Insurance coverage and benefits would not be pro-rated. If employees do not consistently work enough hours to qualify for full-time status (at least 1,040 hours during the year) there is the risk that these positions will be reduced to part-time, nonbenefits-earning status. Supervisors must ensure that employees in full-time status work at least 1,040 hours per year. Part-Time Regular A staff position created to provide fewer than 1,040 work hours during a 12-month period. An employee in a part-time regular position is not eligible for most benefits, but may be covered under the classification program. Service in this capacity allows for the application of pro-rated service credit for purposes of placement on the Classified salary schedule and, if the employee eventually is hired into a full-time position, toward the employee s leave accrual rate. Temporary Classified A position that is expected to last fewer than nine months of a 12- month period regardless of the number of hours worked per week. A temporary employee is not eligible for benefits, but may be covered by the classification program. 3

Casual A position created to meet specific operational needs in an institution for no more than 225 hours in a 12-month period. Individuals in casual positions are not eligible for benefits and are not covered by the classification program. Service in this capacity does not apply to any seniority or years of experience. Student A position created for degree-seeking students whose primary purpose for being at the institution is to obtain an education. A student employee is not eligible for benefits and is not covered by the classification program. Service in this capacity does not apply to any seniority or years of experience. For more information about student employees, please refer to the Student Employment website at: (http://www.shepherd.edu/studentemployment/). Please Note: References to a 12-month period in the above descriptions refer to the fiscal year (July 1 through June 30). Federal Fair Labor Standards Act (FLSA) Status Exempt A position that is not covered by the Federal Fair Labor Standards Act (FLSA) because it meets the FLSA criteria for executive, professional, or administrative positions. Employees in exempt positions are not eligible for overtime compensation. In the wvoasis/kronos leave and time keeping system, exempt employees are called Exception Paid. Non-Exempt A position that is covered by the Federal Fair Labor Standards Act (FLSA). Employees in non-exempt positions are entitled to overtime compensation for all work hours in excess of 37.5 during the work week and they are paid at the overtime rate for hours in excess of 40. See section on overtime for more information. In the wvoasis/kronos leave and time keeping system, exempt employees are called Positive Paid. Please Note: The terms Exempt and Non-Exempt are not parallel to Non-Classified and Classified. Classified and Non-Classified positions could be exempt or they could be non-exempt. Exempt status depends on the nature of the responsibilities of the position, not on whether the position is Classified or Non-Classified. Position Information Questionnaire (PIQ) The State higher education classification system requires that the work performed by employees in Classified positions be documented in an official position description known as the Position Information Questionnaire (PIQ). Every Classified employee must have a PIQ. Supervisors have discretion over the duties included in Classified employees job descriptions. A blank PIQ form can be found on the Human Resources website (http://www.shepherd.edu/hr/hr-forms). The Director of Human Resources is responsible for the assignment of all Shepherd University Classified positions to appropriate job titles and pay grades. Questions regarding job descriptions or position reviews should be directed to the Human Resources Office. 4

Review of Position Information Questionnaire (PIQ) Supervisors are responsible for ensuring that current, signed job descriptions are on file for every staff member. If significant changes occur in the essential duties or responsibilities of a Classified position, it is the responsibility of the supervisor to submit the Position Information Questionnaire (PIQ) to the Human Resources Office for review. PIQs must be signed by employees, their supervisors, and other appropriate administrators, as indicated on the PIQ form. To request a review of a position for purposes of considering a change in its pay grade, the supervisor needs to provide an updated PIQ to the Director of Human Resources (showing changes), along with a completed Request for PIQ Review form, which can be found on the Human Resources website (http://www.shepherd.edu/hr/hr-forms). Employees who wish to seek a PIQ review independently of their supervisors must follow that same process and their supervisors need to sign the forms. PIQ reviews are conducted by the Director of Human Resources. The Director may elect at any time to perform a desk audit of the employee s position in order to better determine the employee s responsibilities. Employees and supervisors have the right to appeal a classification decision made by the Director of Human Resources by requesting that the PIQ be submitted to the State s Job Classification Committee (JCC) for review. Likewise, the Director of Human Resources may elect to submit any PIQ to the JCC for review. The decision of the JCC is final. Non-Classified Job Description A Non-Classified Employee Position Description is required for every Non-Classified employee. The duties included in a Non-Classified employee s job description are established by the employee s supervisor, supervising Vice President and the President. A blank Non-Classified Employee Position Description can be found on the Human Resources website (http://www.shepherd.edu/hr/hr-forms). Transfer and Promotion Opportunities When position vacancies occur, they are posted online on Shepherd University s jobs website (https://jobs.shepherd.edu). Employees who are interested in a transfer or promotion must apply for vacant positions through the online Human Resources application system. Limited priority to internal candidates for transfers or promotions of non-exempt Classified staff is provided for by State law, but do not apply in all cases. Questions concerning the transfer and promotion process should be directed to the Human Resources Office. 5

WORK SCHEDULES University Business Operational Hours The official business hours of Shepherd University are 8:00 a.m. to 4:30 p.m., Monday through Friday. University administrative offices are open during business hours to meet daily operational needs. The Vice President/Executive Officer over a particular department may implement flex time schedules and establish specific work schedules for each position. Standard Work Week The work week is defined as a regularly recurring period of 168 hours in the form of seven consecutive 24 hour periods. Work weeks begin at 12:01 a.m. on Saturday and end at 12:00 a.m. (midnight) the following Friday. The standard number of work hours for a full-time Classified employee in a 1.0 FTE position is 37.5 hours during the work week, and supervisors need to schedule full-time employees to work the entire 37.5 hours each week. Non-Classified employees work a minimum of 37.5 hours per week. Employees are expected to be punctual and functioning in their positions consistent with their scheduled work hours. Based on operational need, supervisors have the authority to require employees to work more than their normally scheduled hours. Supervisors also have the authority to assign employees to work different shifts on a temporary or permanent basis. When practical, employees will be given at least one full pay period advanced notice of any significant schedule change. However, employees have the responsibility of reporting as assigned by their supervisors, even if there has not been advanced notice of a significant schedule change given to the employee. It is the policy of Shepherd University not to routinely make temporary nonemergency changes in an employee s work schedule. Summer Schedules The Executive Leadership Team may approve a flexible summer work schedule for staff allowing employees to take a half-hour for lunch and work either 8:30 a.m. to 4:30 p.m. or 8 a.m. to 4 p.m. with supervisory approval. Assuming that this flexibility has been granted and announced for a given year, employees who would like to work an adjusted summer schedule should ask their supervisors for approval to do so. This decision is solely at the discretion of the supervisor. Flex Time An employee may request and, with the approval of the Vice President/Executive Officer over that department, work a schedule other than Shepherd University business hours, to include flex time, four-day work week, and job sharing, provided that the employee works the required number of hours in the respective work week. Flex time may be granted on a fixed schedule or on a short-term basis. Based on operational needs, the head of the department has the authority to require flex time only in unusual circumstances. 6

Rest Breaks Employees may be granted rest periods not to exceed 15 minutes per day. For additional unauthorized time away from the work site, annual or sick leave must be applied; sick leave can be applied only if the absence is for a reason covered by sick leave. Break periods shall be granted at the discretion of the supervisor. The purpose of such break periods is to provide relief from duties and absence from the work station, offering employees the opportunity to attend to personal activities (i.e., to make personal calls, etc.). Based upon operational needs, an employee may be required to work through a break. In such cases, the employee is not entitled to additional compensation. Breaks are compensated workrelease time and may not be used or accrued to make up work time, leave work early, extend lunch time, etc. Meal Breaks When an employee works a shift of five hours or less, it is at the supervisor s discretion whether the employee takes an unpaid meal break of 30-60 minutes. When an employee works a shift of longer than five hours, an unpaid meal break of 30-60 minutes is required, the exact timing of which is at the discretion of the supervisor. Meal breaks are not compensated and may not be used to leave work early. Police officers are an exception to this policy because of their duties as to emergency response. Non-exempt employees must clock out for lunch. If non-exempt employees are required to work or attend a meeting during their lunch time then that time must be compensated; they would not clock out in those cases. Overtime Pay Positions are either exempt or non-exempt from the Fair Labor Standards Act (FLSA). This designation is made based on FLSA criteria and determines whether employees in those positions are eligible for overtime compensation. Questions regarding FLSA status and overtime should be directed to the Human Resources Office. Non-Exempt Employees are entitled to overtime compensation at the rate of 1.5 times the actual hourly rate for all hours worked in excess of 40 during the work week. Hours worked between 37.5 and 40 are compensated at the straight time hourly rate. Holidays and sick or annual leave hours are not hours worked and they do not count toward the overtime rate mandate. Employees should presume that they should not work overtime at their own initiative but only with their supervisor s approval. It is misconduct for an employee to work overtime in contravention of a directive of a supervisor. Exempt Employees do not receive overtime compensation. These employees meet the FLSA criteria for executive, professional, or administrative positions. Overtime hourly pay rates are calculated including the employees annual experience increment (AEI). The base salary is added to the AEI and that total is divided by 1950 hours for 1.0 FTE employees, as that is the number of hours that 1.0 FTE employees work during the year. For assistance in calculating an employee s overtime hourly pay rate, please contact the Human Resources Office. 7

The immediate supervisor generally should approve the overtime work requirement for nonexempt employees before the overtime is worked, but pay cannot be withheld on the basis of a lack of prior approval. Please Note: The terms Exempt and Non-Exempt are not parallel to Non-Classified and Classified. Classified and Non-Classified positions could be exempt or they could be non-exempt. Exempt status depends on the nature of the responsibilities of the position, not on whether the position is Classified or Non-Classified. Equalization of Overtime Overtime rosters will be posted by supervisors for overtime assignments which are anticipated more than one work day in advance. Employees shall be placed on the roster based on seniority. Overtime will be offered to the most qualified senior employee. The next occasion for overtime will be offered to the next qualified senior employee. This process will continue until the list is exhausted. If the employee whose turn it is to be offered overtime refuses the overtime work opportunity then it will be offered to the next person on the list. If all employees decline, then overtime is assigned to the most junior employee whose name appears on the roster and who is capable of doing the work. Required Overtime Employees may be required to work overtime under certain circumstances. However, the work must be of reasonable duration. Also, employee health, safety, and endurance must be considered, and the direction to work must be issued under reasonable circumstances. Emergency conditions on campus may cause supervisors to demand greater levels of required overtime than would be reasonable in non-emergency conditions. Compensatory Time Off (Earning & Tracking) Non-exempt employees may receive compensatory time (comp time) off in lieu of overtime pay. Comp time shall be allowed only to the extent authorized by federal and state law. An employee may not work overtime unless approved in advance per institutional policy. A written agreement between the employee and the employee s supervisor must exist when the employee chooses compensatory time off in lieu of overtime pay. The written agreement may be modified at the request of either the employee or the employee s supervisor at any time but under no circumstances shall a change in the agreement deny the employee comp time already acquired. The comp time written agreement may consist of an email exchange between the employee and the employee s supervisor. Alternatively, a Comp Time Off Agreement form, which can be found on the Human Resources website (http://www.shepherd.edu/hr/hr-forms) can be used for this purpose. The form is to be held by the employee or supervisor until the comp time is used and after that it should be sent to the Human Resources Office to be placed into the employee s official personnel file. Comp time must be used within one year of its accrual. Comp time accrued for working on holidays must be used within six months. See Holidays section in this Staff Handbook for details. 8

LEAVE Leave Requirements Leave earning employees must apply the appropriate type of leave (annual or sick) when they are absent from work. Leave must be taken in 15-minute increments. Reporting Leave Supervisors must ensure that employees reporting to them submit leave requests whenever absences occur. Exempt and non-exempt employees are not permitted to be absent from work without submitting leave requests to account for that absence. Being absent from work without submitting leave requests to cover the absence is fraudulent and is grounds for disciplinary action. Leave Matrix There are many different types of leave and they are described on the following pages. Different policies and procedures apply to different types of leave. A chart showing rules specific to each type of leave can be found at the end of this section of the Staff Handbook. Leave Management System The State of West Virginia payroll system uses Kronos as its leave management system and Shepherd University is required to use that system. Kronos is part of wvoasis, the State s Enterprise Resources Planning (ERP) system, which includes all aspects of payroll processing. Leave earning employees request leave and supervisors approve leave requests through Kronos. Changes to leave requests that already have been approved can be made by the employee s supervisor. For full instructions on using the leave management system, please go to the Human Resources website (http://www.shepherd.edu/hr/wvoasiskronos-information) where you can access a user manual. Procedures for Reporting Unscheduled Absences Notification of an unscheduled absence, prior to an employee s scheduled start time, is of the utmost importance. If for any reason employees are unable to report to work as scheduled, they must notify their supervisor prior to their scheduled start time with the reason and expected duration of the absence. If the absence exceeds one day, then the employee must notify the supervisor daily, unless otherwise arranged. Failure to notify an immediate supervisor concerning an absence can result in disciplinary action for the employee, up to and including the termination of employment. It is the obligation of the employee to make certain that the immediate supervisor or designee is notified of an absence prior to the employee s scheduled start time, following whatever protocol has been outlined by the supervisor (for example, calling and speaking directly with the supervisor on the phone). Submitting a leave request through Kronos, the leave management system, does not satisfy the requirement of notifying the immediate supervisor of an unscheduled absence unless the supervisor has explicitly directed the use of that protocol. Each supervisor has the discretion to establish the notification protocols for each department, office, or category of employees. 9

--- ANNUAL LEAVE --- Annual leave is the term that the State uses for vacation days. Annual leave can be used by employees for any purpose. It must be approved in advance by the employee s supervisor. It is okay to use annual leave for illness but it is not okay to use sick leave for vacations or other personal days. Annual Leave Accrual Classified Staff Annual Leave Accrual All full-time regular employees in Classified positions shall be eligible for annual leave with pay, accruing leave as described below. Please note that there are 26 pay periods throughout the year, so the pay period accrual is not exactly half of the monthly leave accrual. Less than 5 years of service 1.25 days per month 4.33 hours per pay period 5 but less than 10 years of service 1.50 days per month 5.20 hours per pay period 10 but less than 15 years of service 1.75 days per month 6.07 hours per pay period 15 or more years of service 2.00 days per month 6.93 hours per pay period Non-Classified Staff Annual Leave Accrual Non-Classified employees earn annual leave at a rate of two days per month. They earn 6.93 hours of annual leave per pay period. Twelve-Month Faculty Annual Leave Accrual Twelve-month faculty members earn annual leave at a rate of two days per month. They earn 6.93 hours of annual leave per pay period. Leave-earning faculty must manage and report their leave in the same way that Classified and Non-Classified staff do. Pro-Rated Leave Accrual Full-time regular employees working between 1,040 hours and 1,950 hours over at least nine months of a 12-month period (the fiscal year) accumulate annual leave on a pro-rated basis. Annual leave is not granted to casual, temporary, or part-time employees. Accumulation Limits Shepherd University permits, as an additional benefit, all employees to accrue up to twice what they earn in 12-month period. Accumulated leave for continuing employees may not exceed twice the amount earned in any 12-month period. Employees are entitled to compensation for accumulated annual leave at termination of service, but in no case may this exceed twice that amount earned in any 12-month period. Nine-month employees may accumulate twice the amount of leave earned during their nine months of work, not twice what they would have earned had they been working for 12 months. Calculation Based on Years of Service to the State of West Virginia A Classified employee s annual leave accrual rate shall be based on years of service to Shepherd University and other agencies of the State of West Virginia. Crediting Years of Service An annual appointment period of nine months or more of full-time work shall be credited as one year of service toward seniority for purposes of determining an employee s annual leave accrual rate. This service is measured as of July 1 of each year. In order to meet the nine-month requirement, employees must have started work by no later than October 1 of the previous year. 10

Transfer of Annual Leave From Another State Agency Up to 15 days of annual leave may be transferred with an employee from other agencies or institutions of the West Virginia State Government to Shepherd University. Certification of the balance which existed with the previous employing agency must accompany the request for transfer of annual leave by the employee and bear the signature of an officer of that agency. The request must be made within one year from the last day of employment with the other agency or institution. Use of Annual Leave Scheduling and Use of Annual Leave Annual leave must be approved in advance by the employee s supervisor. Annual leave shall be arranged to fit operating schedules; however, consideration will be given to an employee s preferences. Seniority may be considered by the supervisor when arranging vacation schedules. An employee may not take leave before it is earned and may not take annual leave unless the employee s supervisor has approved it in advance. Employee s Responsibility Annual leave is a benefit of paid days off work, which employees are expected to use in a reasonable manner. Employees who have a modest number of accumulated sick leave days are expected to restrict their use of annual leave to reasonably maintain a reserve of accumulated leave in case of an onset of illness or other occurrence which would require time off. Monitoring an employee s leave balance is the responsibility of that employee, and failure to do so is considered a deficiency of performance. Illness During Annual Leave Illness which occurs during scheduled annual leave does not cause the annual leave request to be changed to a sick leave request. It still is considered annual leave. Administration of Unused Annual Leave Annual Leave Conversion Upon Retirement For employees hired prior to July 1, 2001 and upon meeting certain requirements, individuals retiring from Shepherd University may be eligible to apply unused annual leave as a credit toward the premium for the West Virginia Public Employees Retirement Insurance Plan, just as they can apply unused sick leave for this purpose. This option is not available to employees hired after July 1, 2001. Please refer to the Human Resources website (http://www.shepherd.edu/hr) for more information about retirement. Unused Annual Leave Credits In the event of an employee s death, accumulated annual leave will be credited to the employee s estate. Lump Sum Payment for Unused Annual Leave Upon termination of active employment through resignation, retirement, or otherwise, an employee will be paid in a lump sum for their accrued annual leave. The University has stopped offering an option of running unused annual leave as additional payroll days, due to the State s adoption of the wvoasis payroll system. 11

--- SICK LEAVE --- Sick leave may be used by an employee who is ill or injured or when employees need to actively participate in the care of a member of their immediate family who is seriously ill as defined by the treating physician, or when a death occurs in the immediate family. Sick leave may also be used for employee and family medical appointments which are approved in advance by the supervisor. It is okay to use annual leave for illness but it is not okay to use sick leave for vacation time. While annual leave can be used for any reason, sick leave can be used only for specific purposes as described in the University s policies. Definition of Immediate Family For purposes of administering the sick, funeral, and emergency leave policies, the immediate family is defined as: father, mother, son, daughter, brother, sister, husband, wife, mother-in-law, father-in-law, brother-in-law, sister-in-law, son-in-law, daughter-in-law, grandmother, grandfather, grandson, step-mother, step-father, step-children, or others considered to be members of the household and living under the same roof. Sick Leave Accrual Sick Leave Accrual Rate Full-time regular Classified and Non-Classified employees and leave earning faculty accrue 1.5 days of sick leave per month of active employment. This equates to 5.2 hours of sick leave accrual for each of the 26 pay periods. Pro-Rated Leave Accrual Full-time regular employees working between 1,040 hours and 1,950 hours over at least nine months of a 12-month period shall accumulate sick leave on a pro-rated basis. Sick leave shall not be granted to casual, temporary, or part-time employees. Unlimited Accrual Accumulation of sick leave is unlimited. Employees do not lose it if it is not used within any particular time period as long as they remain in leave earning status. Transfer of Sick Leave From Another State Agency Accumulated sick leave may be transferred to Shepherd University for employees coming to Shepherd from other agencies of West Virginia State Government. Certification of the employee s sick leave balance which existed at the state agency must accompany the request for transfer and bear the signature of an officer of that agency. A request for transfer must be made within one year from the last day of employment with the other state agency. Use of Sick Leave Annual leave may be used when an employee is sick. However, sick leave may not be used for vacation time in place of annual leave. Sick leave can be used only for the specific purposes provided for by policy. 12

Sick Leave Use for Immediate Family Members Sick leave generally can be used for absence relating to care for immediate family members under the following circumstances: If the employee is caring for an immediate family member at home; If the employee is taking the immediate family member to medical appointments; If the immediate family member is in the hospital and the employee must be there because they might be needed to help make decisions about the family member s care or to speak on behalf of their family member. The times that employees cannot use sick leave for their family members are: When they are simply visiting them in the hospital (or at home) but do not play a role in speaking for the family member or are not participating in decision making about the family member s care. Annual leave would have to be used in those cases. Administration of Unused Sick Leave Sick Leave Conversion Upon Retirement Upon meeting certain requirements, individuals retiring from Shepherd University may be eligible to apply unused sick leave as a credit toward the premium for the West Virginia Public Employees Insurance Plan, just as they can apply unused annual leave for this purpose. This option is not available to employees hired after July 1, 2001. Reinstatement of Sick Leave Upon Reemployment When an employee terminates employment for reasons other than retirement, all sick leave credited to that employee shall be considered ended as of the last working day with the institution and no reimbursement shall be provided for unused sick leave. Employees who resign in good standing and are later reemployed may have their accumulated sick leave reinstated if the date of termination is less than one year from reemployment. However, if the employee returns to work after more than one year from the date of termination, then no more than 30 days of sick leave may be reinstated. Payment to Employees for Unused Sick Leave (Sick Leave Buy Back Program) In 2008, the West Virginia Department of Administration distributed procedures for eligible State employees to surrender a portion of their unused sick leave for a taxable cash benefit. This is commonly referred to as the Sick Leave Buy Back Program. To be eligible to sell sick leave, employees must be entitled, upon retirement, to credit their accrued sick leave for extended insurance coverage. In most cases, only employees hired prior to 2001 are eligible for this benefit. Employees can receive sick leave payment only once per fiscal year. Employees must have at least 65 days (487.5 hours) of unused sick leave at the time of their application, and they must leave a balance of 50 days (375 hours) in their sick leave account. They will not be permitted to reacquire any sick days that they have surrendered. Payment is at a rate of 25 percent of the employee s usual daily rate of pay. As a general rule, the daily rate of pay is calculated by dividing the employee's annual base salary by 261 days. Important Note: If employees leave employment with the State within 5 years from receipt of the funds for any reason other than death or retirement, then they must 13

reimburse the State Employee Sick Leave Fund the amount of the funds plus 12 percent interest per year. To participate in this program, employees need to contact the Human Resources Office. More information and application forms can be found on the Human Resources website (http://www.shepherd.edu/hr/employee-benefits). Medical Leave Documentation Medical leave verification may be required to document an employee s illness or adverse health condition (or that of an immediate family member, if applicable). Medical leave verification is a signed statement from the treating health care provider to validate the illness or other cause for which sick leave or medical leave of absence may be granted. The health care provider signing the medical assessment must be currently and appropriately licensed. The document must provide information regarding the individual s medical condition, diagnosis, prognosis, and functional limitations, including duration and treatment plan, if any. All medical records are to be kept in the Human Resources Office only and are not to be kept in the departments. Based upon the medical assessment, employability and/or accommodation determinations will be made by Shepherd University. Medical Leave Verification/Assessment is Required: To validate a sick leave absence of more than five consecutive days (needed as of the sixth day of absence) under the terms of the sick leave policy; To return to work following a sick leave absence of more than five consecutive days, or a medical leave of absence; If requested of the employee by the supervisor following a sick leave absence, regardless of duration, as a condition of returning to work; To apply for and sustain catastrophic leave eligibility; To apply for and sustain a medical leave of absence; and/or To assure continued access to benefit coverage while on medical leave of absence. It is the employee s responsibility to pursue and obtain the necessary medical assessment from the treating health care provider, and to present the completed evaluation to the University in a timely manner. Supervisors need to notify the Human Resources staff when one of their employees has missed, or is scheduled to miss, more than five consecutive days of sick leave. This will facilitate communication between Human Resources and the employee as to required documentation. Incomplete, Unacceptable, or Untimely Medical Information May Result in: Prohibition to charge time absent from work to accrued sick leave; Prohibition to return to work if one s capacity to perform essential duties is in question; Disallowed or discontinued medical leave of absence; Discontinuation of benefit access; and/or Disciplinary action, up to and including termination of employment with the University. A Medical Leave Verification form is available on the Human Resources website (http://www.shepherd.edu/hr/hr-forms). Employees returning to work following a sick leave absence of more than five consecutive days or from a medical leave of absence must submit a Medical Release to Return to Work. This form is available on the Human Resources website (http://www.shepherd.edu/hr/hr-forms). 14

--- OTHER TYPES OF LEAVE--- Catastrophic Leave A full-time regular employee experiencing a catastrophic illness or injury as defined by the West Virginia Code and Shepherd University policy may request approval to receive paid leave time donated by other employees. Within established limits, employees may voluntarily donate accumulated sick or annual leave directly to an approved recipient. The Catastrophic Leave policy with required forms to be completed is located on the Human Resources website (http://www.shepherd.edu/hr/hr-policies-and-procedures). Emergency Leave Emergency leave of up to five days within any fiscal year, with pay, may be granted by the President of Shepherd University in the event of extreme misfortune to the employee or the employee s immediate family, provided that all accrued annual leave has been exhausted. Typical events which may qualify an employee for such leave include fire, flood, or other occurrences of a nature requiring emergency attention by the employee (other than personal illness or injury, or serious illness or death in the immediate family). Funeral Leave When a death occurs in the immediate family, a reasonable amount of time (maximum of five days) may be charged to accrued sick leave as required for the employee to arrange for and attend the funeral and related services, including travel time. Reasonable amount of time is determined at the discretion of the supervisor, and is based upon geographic distance, workload, and similar factors. Sick leave is not provided for an extended bereavement period or to attend to the affairs of the estate; annual leave may be requested for these purposes. Grievance, Witness and Jury Leave Employees who are subpoenaed or directed to serve as jurors or appear as witnesses for review proceedings of the Federal Government, the State of West Virginia, or a political subdivision thereof, shall be entitled to work release time for such duty and for such period of required absence which overlaps regularly scheduled work time. Employees shall submit to the Human Resources Office a copy of any notification they receive showing that they have been called to serve on jury duty. Employees are entitled to leave with pay for the required period of absence during the regularly scheduled work time including reasonable travel time. When attendance in court is in connection with usual official duties, under subpoena, or as directed by the supervisor, time required, including reasonable travel time, shall not be considered as absence from duty. Likewise, time spent by Shepherd University employees as hearing officers, hearing committee members, and parties or witnesses in a grievance hearing is considered legitimate work time if it occurs during their normally scheduled work hours, and is part of a service to Shepherd University. Appearing as a witness without a subpoena at the request of a fellow employee and without the request of an authorized supervisor does not constitute University business. This policy does not apply to employees who are called to testify as expert or consulting witnesses and who are paid for their witness services. Further, this policy does not apply to employees involved as parties to a personal lawsuit unrelated to work. 15

An employee who is scheduled to work prior to the court or hearing start time shall initially report to work, travel time permitting. An employee who is excused from court/hearing prior to the end of the scheduled work day shall immediately report to work for the remainder of the work day. Military Leave An employee who is a member of the National Guard or armed forces reserve is entitled to a military leave of absence without loss of pay, status, or efficiency rating, on days during which he or she is ordered by properly designated authority to be engaged in drills, inactive duty training, parades, funeral details, service schools or other duty, during business hours, field training, annual training, or other full-time active service of the State for a maximum of 30 working days in any one calendar year. The term without loss of pay means that the employee shall continue to receive normal salary or compensation, notwithstanding the fact that the employee may receive other compensation from Federal sources during the same time period. Furthermore, such leave of absence shall be considered as time worked in computing seniority, eligibility for salary increase, and experience with the institution. An employee shall be required to submit an order or statement in writing from the appropriate military officer in support of the request for such military leave. Benefits of this section shall accrue to individuals ordered or called to active duty by the President of the United States for 30 working days after they report for active service. An employee utilizing Military Leave after their allotted paid leave of absence may elect to use accrued annual leave or freeze annual leave to continue their service. Red Cross Leave An employee who is a certified disaster service volunteer of the American Red Cross may be granted, with the supervisor s prior approval, leave with pay for up to 15 work days per year to participate in relief services for the Red Cross. Parental Leave Shepherd University adheres to the requirements of the West Virginia Parental Leave Act. A fulltime employee who has worked at least 12 consecutive weeks for the state may request up to 12 weeks unpaid parental leave. Parental leave may be used for the following reasons: Birth of a son or daughter Placement of a son or daughter for adoption Because of a planned medical treatment To provide care of a son, daughter, spouse, parent or dependent (any person who is living with or dependent upon the income of the employee, whether by blood or not) who has a serious health condition. Employees must provide their supervisors with written notice two weeks prior to the expected birth or adoption, medical treatment, or supervision of a dependent. Failure to submit a written request may be cause for denial. The employee must provide the employer with certification by the treating physician and/or documentation regarding dependency status. 16

All annual leave must be exhausted before parental leave begins. No more than a total of 12 weeks of parental leave may be taken in any 12 consecutive month period. During parental leave by an employee, the institution shall continue group health insurance coverage provided that the employee pays the employer the full premium cost of such group health plan (i.e., both the employer and employee share of the premiums). The position held by the employee immediately before the leave is commenced shall be held for a period not to exceed the 12-week period of the parental leave and the employee shall be returned to that position. The institution may employ a temporary employee to fill the position for the period of the parental leave. Pregnancy Related Illness or Disability Disabilities which may be caused by pregnancy shall be treated the same as any other off-the-job illness or disability would be treated for sick leave entitlement. Pregnancy-related illness shall include pregnancy, miscarriage, abortion, childbirth and recovery. In determining if an employee is unable to work because of a pregnancy related illness, the same criteria shall be used as for any other disability. The University policy on normal births is to allow six weeks of sick leave for the mother, to be used if she has it available. The father of a newborn baby or the husband, boyfriend or partner of a woman who has given birth to their baby, may use up to two weeks of sick leave to care for the baby and/or mother, with appropriate supporting documentation, providing that he or she has sick leave available. Family and Medical Leave Act of 1993 (FMLA) Shepherd University employees may request up to 12 weeks per year of unpaid leave pursuant to the Federal Family and Medical Leave Act (FMLA). For calculating the year, Shepherd University uses a rolling year, meaning a 12-month period measured backward from the date an employee s first FMLA leave begins. In order to meet eligibility requirements, an employee must have worked for a total of 12 months and worked at least 1,250 hours during the 12-month period prior to the leave. Employees must submit a completed Request for FMLA leave form and a Medical Leave Verification form to the Human Resources Office. All sick leave must be exhausted. All annual leave does not have to be exhausted before the employee can go off the payroll. An employee on approved FMLA who has exhausted all leave, will be on approved unpaid Medical Leave of Absence Without Pay. FMLA leave runs concurrent with paid sick and/or annual leave. In other words, the 12 weeks of FMLA leave would include any paid leave that is used by the employee during this period. An eligible employee s health insurance will be continued as long as the employee is on paid leave. Once the employee is placed on unpaid leave, group medical coverage may continue with the employee paying the employee s share of the premium cost. Reasons for taking FMLA leave: For incapacity due to pregnancy, prenatal medical care or child birth; To care for the employee s child after birth, or placement for adoption or foster care; To care for the employee s spouse, child under 18 (unless they have disabilities), or parent who has a serious health condition; or For a serious health condition that makes the employee unable to perform the employee s job. 17